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Case study · Sales & customers · FinanceFrom 21 days to 24 hours
B2B client onboarding / KYC
A new client does not stop being “hot” just because your process has nine steps. Agents read documents, verify registers and create master data — while people decide only where it truly matters.
Executive summary
Onboarding and KYC stretched over weeks; revenue and the client wait for paperwork.
Agents read documents (IXP), verify registers and create data; Maestro™ drives the case end-to-end.
Time-to-revenue from weeks to days; zero lost applications; full compliance.
CRM, registers (company/VAT), SAP/core, archive; UiPath agents + IXP + Action Center.
Leasing, 400 applications a month
Sales sends the document pack. Operations re-types data into the CRM, someone else checks registers, a third person creates the client in the core system. Every handoff is a queue.
Meanwhile the client receives a competitor's offer. The biggest cost of this process appears in no report: the deals that went cold.
The current reality
- HumanSales collects documents and emails them on
- WaitingThe application waits in the operations inbox
- HumanData re-typed manually into the CRM
- HumanManual checks: company register, VAT, sanctions lists
- Error riskA VAT-ID typo caught only at invoicing
- WaitingWaiting for signatures and missing items
- HumanClient creation in the core system and archiving
The hidden cost of the current process
A process where 90% of the time is waiting
- 300 hours a month of re-typing and checking — work the client neither sees nor values.
- Every day of delay is a day without revenue from a de-facto signed deal.
- Manual KYC means quality depends on the day of the week and team load.
The cost of doing nothing
Manual work is an operational tax: the automation investment is finite, the manual cost is paid again every month.
The process after automation
- AutomationThe agent reads the application and documents in a minute (IXP)
- AutomationAutomatic register and list verification
- AutomationData created in CRM and core with zero re-typing
- HumanAn analyst decides only in elevated-risk cases
- AutomationClient active; full document set archived with a trail
What the automation handles
- Reading and validating registration documents
- Register and sanctions-list checks
- Creating consistent data across all systems
When a human decides
- KYC decisions on elevated risk
- Deviations from standard terms
- The client relationship — conversation instead of forms
Before
After
Value model — example assumptions
Business benefits
- A client active in 24 h — sales closes while the decision is fresh
- Zero applications lost between inboxes
- KYC of constant, auditable quality — regardless of workload
- The operations team grows in judgement, not typing
Board-level KPIs affected
What management gains
- A live onboarding funnel: where each application sits
- Hard SLAs towards sales instead of promises
- A compliance trail ready for any audit
Estimate it for your organisation
An illustrative estimate based on your inputs. A model of released capacity — not a savings promise.
Systems in this scenario
Inputs
- CRM / formularz wniosku
- Dokumenty PDF i skany (IXP)
- Rejestry: KRS, VIES, sankcje
Mientha agentic layer
- UiPath Agent Builder
- UiPath robots
- Maestro™ · Action Center
Core systems
- System core / SAP
- CRM
- Archiwum dokumentów
Human approval: Teams / Action Center
What we deliver
- An onboarding map with handoff-time measurement
- A document agent (IXP) reading the full application pack
- Automated register and sanctions checks
- Robot-driven data creation in CRM and core
- A risk path with human decisions in Action Center
- An SLA dashboard and compliance report
What we need to start
- 20 sample applications with documents
- The required-field list for CRM and core
- KYC risk criteria (even draft ones)
- Test access to CRM and core
Implementation roadmap
Discovery
We map the process, data and exceptions with process owners.
Design
Target flow, business rules, approval thresholds.
Build
Agents, robots and integrations in your environment.
Validate
Tests on real cases, exception handling.
Go-live
Controlled rollout with human oversight.
Optimise
Monitoring, reporting and continuous improvement.
Typical duration depends on systems and rules — a single process is usually weeks, not quarters.
Risk and controls
Autonomy under control
- Elevated-risk cases always go to an analyst
- Every check logged with source and timestamp
- Personal data processed only in your environment
- Four-eyes control for risk-rule changes
Why now
- Every week cut from onboarding is a week of revenue gained on every deal
- KYC requirements keep growing — the manual process will only get slower
- Clients compare you with fintechs, not the industry average
Why this matters to:
Sales growth without proportional back-office growth.
Faster revenue and KYC that passes audits calmly.
The client is active before competitors answer their email.
Questions we usually hear
We automate fact gathering and verification; risk decisions stay with people. Compliance gets more trail, not less control.
IXP reads the formats you cannot standardise — and a pilot on 20 real applications shows the exact straight-through rate.
A portal shifts typing to the client — verification, cross-system consistency and exceptions are still yours. That is the part that disappears.
When this may not be the right solution
- A dozen high-margin onboardings a month — people are enough
- The process is unstable: required documents change monthly
- The core system is mid-replacement — foundation first
A question for your next board meeting
If onboarding took a day, how many more deals from last quarter would you have closed?
How many clients changed their mind between day 1 and day 21?
A one-hour workshop with the process owner is enough to show which of the nine steps disappear.
Let us map your onboarding